Meeting Notes- March 16, 2018

Currently, Rich Jacobson is the treasurer and the HS Assoc. Bank account is in his name. Buck is proposing we merge the division and the HS assoc at least for financial reasons.

Details:

Assoc sends out money for different grant programs and such

Low transactions

Merge with MN Open (possibly sub committee). Combine resources

Board Comments and Questions:

Brianna: current links between orgs are informal, not formal. When Brianna leaves one of these links disappears

Lena: what about coaches insurance? How would they be incorporated legally?

Bylaw changes- If this merge occurs, what is required from each entity, how is it structured, etc

Action Items

Mary will investigate regarding how other groups do it (1 month for research

Eva will draw up some rough drafts of agreements

Lena will look into bank side of things

Brianna will tell Buck that we need time to do some research, determine bylaws (and vote on said bylaws), we will have an established contract and we will provide updates as we have them. Also Brianna will tell Buck that he should investigate non-profitizing the HS associati

Finances

State of the Division

Currently positive income to expense by $100

Closer than last year, but we had better knowledge and therefore a tighter budget

Approximately 1500 dollars short in order to do everything we want for the MN Open

Due to how we purchased t-shirts (all up front) we need to sell ~25-30 shirts more to break even

Medals

75 medals =450

150 = 673 dollars (so cheaper over two years)

Benford Tournament

All of clinic proceeds will go to Benford. Tournament will go to Division. Clinic participants have their tournament waive their fees (hence the Division’s fundraising is from this) Max revenue lost would be up to 700 dollars

Lower expected profit do to the fundraising/donation aspect of this tournament

TCFC/Division handling

TCFC has proposed the Division handle all the money for the clinic and the tournament as TCFC is a business and would show up as a income if they took it and complicates things.

There are concerns about how paperwork and such lines up with donating to the Benford family (or fund they have). if checks are written to MN Division than it becomes messy (especially if mixed with TCFC checks).

The Division has previously thought TCFC would handle any cashflow from the clinic

Lena will hold on to checks and such and not deposit until we have a plan for how to handle this

Division voted to waive the tournament fees for Benford family members

Storage Locker

Division (Colin) has looked into the viability of renting a storage locker for the grounded strip

Currently stored in Colin’s basement in the boonies

Storage unit on University/280 - wider space range. 4x6 for 42/month. Acorn is climate controlled. This one isn’t. If just storing strip that’s fine. 6 months you get 5%, 12 month you get 8%

Concern from the division about transporting the strip to venues. Currently very challenging because Colin lives so far from a venue. Will it still be a challenge to get volunteers with a truck?

Armory Clinic with Colin

Stephanie will pester Colin about armoring

Jon Doolittle (will be new armorer at CBA) could possibly. Dan Murphy might also